Transport jobs

Record each cargo trip with its trucks, drivers and deliveries, attach the proof of delivery, see the margin on every delivery, and turn the job into an invoice.

Getting started

The Transport link appears in the menu when your plan includes the Transport jobs module.

1. Open Transport, then Trucks and trailers, and click Add a horse or Add a trailer. Each one is a fixed asset with its registration number.
2. Open Drivers and add the people who drive them.
3. Open Cities, Commodities and Delivery forms and click Add the usual route cities, Add the usual commodities or Add the usual delivery forms to start with a ready list. Add your own as needed.
4. Add your clients as customers in your contact list.
5. Open Jobs and click New job.

How to

Add a truck or trailer

Horses and trailers are fixed assets, so their depreciation, running costs, maintenance and GPS sit on the same record as their trips.

1. Open Transport, then Trucks and trailers, and click Add a horse or Add a trailer.
2. Fill in the asset form as for any fixed asset: name, purchase date, cost and depreciation.
3. Check Used in Transport as and enter the Registration no. (for example T 123 ABC).
4. Save the asset.

A truck you already have on the asset register only needs Used in Transport as and Registration no. set: open it in the Asset Register, click Edit, and save. A disposed truck is no longer offered on jobs; its past trips stay on record.

Numbers added to the old trucks list show under Not on the asset register yet. Jobs can still use them. Click Register as asset to move one onto the register.

Add a driver

1. Open Transport, then Drivers.
2. Enter the Name, and optionally the Phone, Licence no. and Passport no.
3. Click Add driver.

Create a job

A job is one trip of cargo for one client. Each truck that carries part of it is a delivery on the job.

1. Open Transport, then Jobs, and click New job.
2. Choose the Client and check the Created date.
3. Enter the Commodity, the Route (Eastbound or Westbound), From and To.
4. Under Invoice per, choose Per ton or Per container, then enter the rate and the Currency.
5. Under Deliveries, click Add delivery for each truck. Fill in the Delivery no., Horse no., Trailer no., Driver, Tons and Loading date. A job invoiced per container also needs the Container no.
6. Click Save job.

Horses and trailers must be on the asset register first (see Add a truck or trailer). A truck or trailer that is loaded on another job and not yet offloaded cannot load again until it is offloaded there. A driver can only be on a job once.

Record offloading and the proof of delivery

1. Open the job from the Jobs list.
2. On the delivery's row, enter the offloading date.
3. Choose the POD file under POD (required to offload). PDF and photos are accepted.
4. Click Save.

The offloading date cannot be saved without a POD, and cannot be before the loading date. If your company requires approval for delivery confirmations, the date is sent for approval and is recorded once an approver confirms it.

Attach the other delivery forms

1. Open Transport, then Delivery report, and click the delivery.
2. Under Forms and documents, attach each required form.

Forms marked to go on every delivery show as pending until they are attached. Use the Forms pending filter on the Delivery report to find deliveries still missing paperwork.

Invoice a job

You need the Sales (invoicing) part of your plan for this.

1. Open the job.
2. Under Invoice this job, choose the VAT treatment. It starts at zero-rated if your company has a VRN. Check the right treatment with your tax adviser.
3. If the job is in another currency, check the exchange rate in shillings per 1 unit of that currency.
4. Click Create draft invoice.

Mifumo creates a draft invoice with one line per delivery, at the job's rate. Check it on the invoice screen and approve it to post.

Put a cost on a delivery

Any supplier bill or expense line can be a cost of one delivery, or of a whole job.

1. Open Purchases, then Bills (or Expenses), and start a new one.
2. On the line, under Delivery, choose the delivery (for example DN-000045 · T 123 ABC), or the job's all deliveries option to share the cost evenly across its trucks, such as an escort fee for a convoy.
3. Choose Round trip for a cost that covers the way back too (fuel to Lubumbashi and back, border fees, the driver's trip allowance), or This leg only.
4. Approve the bill or expense as usual.

A truck's own fuel, driver and maintenance costs work the same way: open the asset, click Record fuel / driver / asset cost, and choose the Delivery.

Only approved documents count. Voiding a bill takes its cost off the delivery. The bill posts to your accounts exactly as before; the delivery is for costing only.

How round-trip costs are shared

Most costs are paid on the outbound trip but the return load benefits too. With the usual setting:

1. Half the cost goes to the delivery you picked straight away.
2. The other half waits on the horse until it loads again.
3. If its next delivery runs the other way (for example Lubumbashi to Dar es Salaam), the half moves to that delivery.
4. If its next delivery runs the same way again, the truck came back empty and the half goes back onto the outbound delivery.

Costs still waiting show on the job and on Trucks and trailers under Waiting for return load. To keep every cost on the delivery it was posted against, change the setting under Round-trip costs.

See the margin on each delivery

1. Open the job. Under Revenue, costs and margin you see each delivery's revenue, costs and margin, with every cost behind them.
2. The Delivery report has Costs and Margin columns, also in the CSV.
3. Trucks and trailers totals each horse's trips, revenue, costs and margin. The truck's asset page has the same under Trips.

Revenue is the delivery's tons or container at the job rate, in shillings at the invoice's exchange rate (or today's rate before invoicing).

Find jobs and deliveries

1. Open Transport, then Jobs, and filter by CLIENT, ROUTE, OFFLOADING, INVOICING or dates. SEARCH finds a job, delivery number, truck or driver.
2. For one row per truck, open Delivery report. Filter by commodity, city, driver, horse, status, POD or invoiced, then click Download CSV or Print.

Change or delete a job

1. Open the job and click Edit to change its details or deliveries, then click Save job.
2. To remove it, click Delete job at the bottom of the job page.

A delivery that is offloaded or has documents attached cannot be removed from the job. A job with an invoice cannot be deleted until the invoice is voided.

Settings

This module has no settings page of its own. These lists and switches control how it works:

• Round-trip costs (on Trucks and trailers): Split between the outbound and return legs (the usual), or As incurred to keep the whole cost on the delivery it was posted against. Return leg's share (%) sets how much waits for the return load, 50% unless you change it. Needs a role that can manage the company.

• Cities: places on your routes, suggested in From and To. Each city has a country and a direction. Ports on the coast such as Dar es Salaam are eastbound; you can set Going to this city is yourself.

• Commodities: the cargo types suggested on each job, with optional notes or HS code.

• Delivery forms: the documents each delivery needs. Tick Add to every new delivery to make a form show as pending until it is attached. Proof of delivery (POD) is always required.

• Delivery confirmations approval: in Settings, then Roles and approvals, you can require approval for Delivery confirmations (transport: offloading date and POD). People who can approve are not held up.

Questions

Why can't I record the offloading date?

Upload the proof of delivery (POD) at the same time, and make sure the delivery has a loading date. The offloading date cannot be before the loading date.

Why does a truck say it is out on another job?

It was loaded on another job and has not been offloaded there. Record the offloading on that job first.

Can I change a job from per ton to per container after invoicing?

No. Void the invoice first, then change Invoice per and invoice again.

Why is part of a fuel bill not on the delivery?

It was marked Round trip, so the return share is waiting for the horse's next load. It moves there when the return delivery is added. Choose This leg only for a cost that is only for one way.

How do I delete a job that has been invoiced?

Void the invoice in Sales first, then delete the job.

Help guides

• Getting started: Sign up, set up your company with its TIN and VRN, choose your modules, invite your team and get Mifumo on your phone.
• Team, roles and permissions: Add users, give each one a role per company, build your own roles with the permission grid, work together with mentions, and import or export spreadsheets.
• Approvals: Maker-checker on the documents you choose. People who can't approve submit, an approver posts or sends back with a reason, and nothing reaches the books before approval.
• Sign-in and security: Passwords, passkeys, two-step sign-in with an authenticator app, a text message or email, recovery codes, requiring two-step sign-in for everyone, and staying signed in.
• Group of companies: Run several companies under one login, give people a group role in every company, record intercompany entries once, and read consolidated reports with intercompany balances taken out.
• Accounting: Your books in one place. Invoices, receipts, bills, expenses, banking, journals, VAT returns and financial statements, all posting to one double-entry ledger in TSh.
• Inventory: Stock products, warehouses, adjustments, transfers and stock counts with a barcode scanner, landed cost on imports, purchase and sales orders, the point of sale till, and stock reports.
• HR and payroll: Employees, monthly payroll with PAYE, NSSF, SDL, WCF and HESLB worked out for you, payslips, salary advances, per diem, leave, staff attendance by phone with GPS or QR, a shift roster, and final dues for leavers.
• CRM: Leads, a drag-and-drop pipeline of deals, follow-ups, quotes from deals, a full customer timeline, SMS and email campaigns, and your own mailbox synced in.
• Asset management: Keep a fixed asset register, charge depreciation, track who has each asset, and record disposals with the right journal entries.
• Project management: Projects with their team, tasks, board and timeline, time logged on timesheets, milestone and time invoices, and the margin of every project.
• FTTx projects: Track fibre roll-out purchase orders from your clients, the work you pass to subcontractors, and the money in and out on each PO.
• Transport jobs: Record each cargo trip with its trucks, drivers and deliveries, attach the proof of delivery, see the margin on every delivery, and turn the job into an invoice.
• Construction: Run each building contract with its bill of quantities, interim payment certificates, advances, retention, completion certificates and site costs.
• Manufacturing: Write recipes for what you make, plan production runs, issue materials from stock and put finished goods into stock at what they really cost.
• Pharmacy: Counter dispensing with patient and prescription details, medicines with TMDA numbers, first-expiry-first-out batches, expiry write-offs and the prescription register.
• Motor vehicles: Sell imported vehicles from proforma to invoice, complete and approve the internal Sale Sheet, take instalment payments, and pay sales commissions.
• Property management: Properties and units, tenants, leases and rent billed as invoices, arrears, repairs and statements for owners you manage for.
• Law firm: Matters and case management (stages, parties, tasks, documents), time and costs, billing a matter in one step, the client (trust) account kept matter by matter, a court diary with reminders, the conflict check log and the advocate compliance register.
• Livestock: A register of every animal or batch of birds, with health records, withdrawal periods, breeding and births, milk and eggs, and sales invoiced to the buyer.
• Helpdesk: Customer problems and requests as numbered tickets, each with someone in charge, deadlines to answer and to solve, replies by email and internal notes.
• Mining: Run each mine as a project, record the money it receives, see spending against those funds, and get a profit and loss for every mine and for the company.
• Field Service: Jobs your technicians do at the customer's site, each with a time slot, a checklist, the parts used from stock, the hours worked, the customer's signature on the phone, and an invoice from the job.
• Hospital: Patients, appointments and the queue from triage to the doctor, the lab, the pharmacy and the cashier. Wards with admissions, bed days and deposits, the theatre list and imaging. Bills split between the patient and their insurer, with claims and reports. The Pharmacy module is included.
• Sign: Send a contract, lease or offer letter to be signed by link, on a phone or computer, and keep the signed copy with a record of who signed, when and from where.
• Event ticketing: Set up an event with its ticket types, publish it after paying a one-off fee, and sell tickets from your own sale page. Buyers pay you by Lipa Namba or online, and get QR tickets by SMS and email. Ticket money goes straight to you, never to Mifumo.